State Employees Summer Work Schedule

President Kenny's e-mail of April 16, 2008 on Summer Hours offered the opportunity to participate in voluntary Summer work schedules. For State employees this period would extend from Thursday, May 29, 2008 - Wednesday August 27, 2008.

State employees participating in a compressed 4-day workweek schedule should begin their summer schedule on a Thursday and end on a Wednesday. For example, beginning May 29, 2008 and finishing August 27, 2008, close of business.

In previous summers, Human Resource Services has responded to questions about issues related to summer scheduling and in particular to:

The voluntary nature of summer hours

Time and Attendance issues

The following guidelines will help you administer voluntary summer schedules.

1. Voluntary Participation

Employee participation in summer flexible hours is voluntary. No employee should be required to work hours different to those worked during the rest of the year unless they wish to do so. Those wishing to participate must have their supervisor's approval.

2. Time and Attendance Issues

The workweek for State employees is Thursday - Wednesday.

3. Holidays

Employees working a 40 hour week are entitled to observe 8 hour holidays; Example: An employee participating in the compressed work week, and scheduled to work ten hours on Memorial Day elects not to work in order to observe the holiday. This employee would be entitled to 8 hours of holiday time off. The difference of 2 hours must be charged to accruals.

Employees working a 37.5 hour week are entitled to observe 7.5 hour holiday; Example: An employee scheduled to work 9.5 hours on Memorial Day elects not to work in order to observe the holiday. This employee would be entitled to 7.5 hours of holiday time off. The difference of 2 hours must be charged to accruals.

4. Compressed 4 Day Week

State exempt employees & UUP Professionals and Management Confidential: State Professional employees who would like to participate in the 4-day compressed workweek schedule must complete their professional obligation in four days per week and have a period without obligation on the fifth day, with no charge to accruals.

State non-exempt employees: If a State employee starts a compressed workweek on a day other than Thursday, the employee may work more, or less, than their scheduled hours for the week. Non-exempt (overtime-eligible) employees who are required to work more than their scheduled hours must be compensated (overtime pay or compensatory time, whichever is appropriate) for hours worked over 40 hours in the work week beginning Thursday and ending Wednesday. (See overtime examples on attached sheet). Employees who work less than their scheduled hours must charge accruals (see charge time examples on attached sheet).

SAMPLE FLEXIBLE SUMMER SCHEDULES

We have included a sample of some of the flexible/compressed summer schedules worked in previous years. Please note that these are only examples and need not limit the flexible/compressed schedule, which you and your staff may wish to adopt over the summer.

Flexible Hours 5-day Work Week Schedule Examples

Classified and Non-Exempt 37.5 Hour Employees

Thursday - Wednesday

8:00 - 4:00 (1/2 hour lunch)

Thursday - Wednesday

7:30 - 3:30 (1/2 hour lunch)

Classified and Non-Exempt 40 Hour Employees

Thursday - Wednesday

8:00 - 4:30 (1/2 hour lunch)

Thursday - Wednesday

7:30 - 4:00 (1/2 hour lunch)

Compressed 4-day Work Week Schedule Examples

37.5 Hour Employees

Thursday

7:30 - 5:00 (1/2 hour lunch)

Friday

Off

Monday - Wednesday

7:30 - 5:30 (1/2 hour lunch)

OR

Thursday

8:00 - 5:30 (1/2 hour lunch)

Friday

Off

Monday - Wednesday

8:00 - 6:00 (1/2 hour lunch)

40 Hour Employees

Thursday

7:30 - 6:00 (1/2 hour lunch)

Friday

Off

Monday - Wednesday

7:30 - 6:00 (1/2 hour lunch)

OR

Thursday

8:00 - 6:30 (1/2 hour lunch)

Friday

Off

Monday - Wednesday

8:00 - 6:30 (1/2 hour lunch)

Charge Time Examples

40 Hour Employees

Thursday worked 8 hours

8.00 hours

Friday had day off

0.00 hours

Monday observed Memorial Day Holiday

8.00 hours

Tuesday and Wednesday worked 10 hours per day

20.00 hours

Total:

36.00 hours

4 hours need to be charged to accruals.

37.50 Hour Employees

Thursday worked 7.5 hours

7.50 hours

Friday had day off

0.00 hours

Monday observed Memorial Day Holiday

7.50 hours

Tuesday and Wednesday worked 9.5 hours per day

19.00 hours

Total:

34.00 hours

3.50 hours need to be charged to accruals.

Overtime Examples

40 Hour Employees

Thursday and Friday worked 8 hours per day

16.00 hours

Monday through Wednesday worked 10 hours per day

30.00 hours

Total:

46.00 hours

6 hours overtime to be paid.

37.5 Hour Employees (Classified)

Thursday and Friday worked 7.5 hours per day

15.00 hours

Monday through Wednesday worked 9.5 hours per day

28.50 hours

Total:

43.50 hours

2.50 hours worked in excess of the standard work week(where the standard work week is 37.5 hours) is consideredcompensatory time.

3.50 hours overtime to be paid.

FLSA Non-exempt UUP employee

Compensatory time example – 40 Hours Worked

Thursday and Friday worked 8 hours per day

16.00 hours

Monday through Wednesday worked 10 hours per day

30.00 hours

Total:

46.00 hours

6 hours of Compensatory time to be reported to Time and Attendance. Time and Attendance will compensate the 6 hours at a time-and-a-half rate = 9 hours Compensatory time.

Compensatory time example – 37.5 Hour Worked

Same example as above 46 Hours Worked

2.5 hours of Comp time at straight time rate

2.5 hours of Comp time earned.

6.0 hours of Comp time at time-and-a-half (6.0 X 1.5)

9 hours of Comp time earned.

Further Information

We hope these guidelines and examples are of assistance. If you have questions regarding compensatory time/overtime/charge time, or other Time and Attendance issues, please call Human Resource Services State Time and Attendance at 632-6189.